The sales team attends a CRM training session on Tuesday, but by Friday they have already forgotten how to use the new feature. They pause their work, search for tutorials on YouTube, and in the process, deadlines start to slip. Sound familiar?
Time spent on learning within organisations often feels like a forced interruption to ‘real’ work. But what if learning did not require stopping? What if it happened exactly when and where it is needed – as part of the workflow? This is precisely what ‘Learning in the Flow of Work’ means. In this journal entry, we explore why this approach is valuable, how it works in practice, and how you can start implementing it.
What Is Learning in the Flow of Work?
The Core Idea
Learning in the flow of work means that learning opportunities appear directly where employees are working. There is no need to step out of the workflow, attend a training session, return to tasks, and hope everything is remembered. Instead: they work → they need support → they receive quick guidance → they continue working.
Where Does This Approach Come From?
The term was introduced by renowned HR expert Josh Bersin in 2018. He recognised that traditional training methods are not well suited to the modern workplace, where the pace is fast, attention is limited, and information changes rapidly.
Three Key Characteristics
Practical Examples
Sales: A sales representative learns how to use a new CRM feature without opening a separate training platform – all relevant information is available within the CRM itself.
Customer Support: An employee receives a quick, practical guide directly in the chat system on how to handle a frustrated customer.
Project Management: A project manager watches a five-minute refresher video on agile methodology after noticing that the team has missed a sprint goal.
Onboarding: A new employee finds tooltips and process diagrams directly within the software they have just started using.
Adaptive Learning: Education Tailored to the Individual
Adaptive learning systems allow both content and teaching methods to dynamically adjust to each learner’s abilities, pace, and needs – making the acquisition of knowledge more effective. But what exactly is adaptive learning, how does it work, and what approaches are best for implementing it?
Read MoreWhy Does Learning in the Flow of Work Support Employees?
When answers are readily available, uncertainty and anxiety are reduced. Learners can immediately apply what they have just learned, allowing them to see results straight away. Short, bite-sized learning feels far more manageable than a full-day, eight-hour training session, and skills can be developed without overtime or sacrificing weekends.
Learning becomes a natural part of everyday work, rather than an additional burden.
Why Does Learning in the Flow of Work Benefit Organisations?
Improved productivity: Employees solve problems more quickly without having to pause and search for training.
Higher engagement: When you support their development, employees are more likely to stay with the organisation and perform at a higher level.
Faster onboarding: New hires become productive more quickly.
Measurable impact: It becomes possible to track whether learning is actually improving performance.
Cost efficiency: There is less need to fund expensive training days, allowing resources to be allocated elsewhere.
Learning in the flow of work is particularly effective in fast-changing industries, where tools and processes are constantly evolving. It is also essential for remote and hybrid teams, as learning takes place exactly where the work happens.
How Does Learning in the Flow of Work Work in Practice?
Use of Bite-Sized Learning
What is it? Short, focused learning units.
Examples: three-minute videos, short podcasts, interactive quizzes, one-page guides.
Why does it work? It fits into natural breaks, focuses on a single concept, and avoids context switching.
Integration into Existing Tools
What does it mean? Learning appears where work is already happening (CRM systems, project management tools, email, Slack, etc.).
Example: a tooltip or embedded help video within your software explaining the meaning of a specific field.
Why does it work? It requires minimal extra effort from the learner and eliminates the need to navigate a separate platform.
Peer Learning and Mentoring
What is it? Learning from colleagues through team meetings, mentoring, and cross-functional programmes.
Example: a weekly ‘what did we learn this week?’ discussion or pairing with a more experienced colleague.
Why does it work? It builds on practical experience, provides clear explanations, and strengthens human connection.
Job Aids and Quick Reference Guides
What is it? Checklists, process maps, and built-in help tools.
Example: a one-page guide on an employee’s desk for a less frequently performed process.
Why does it work? It reduces the need to memorise everything and allows quick access to missing information.
AI-Based Guidance (Emerging Area)
What is it? Intelligent systems that recommend learning when they detect a potential need.
Example: an AI tutor that explains a new software feature during use.
Why does it work? It is personalised, available 24/7, and adapts to the learner’s pace.
The 4-Minute Principle: Why Duration Matters
Josh Bersin’s research shows that employees can dedicate only around four minutes per day to learning during working hours. This is not due to a lack of motivation – they are simply busy. Learning must fit into these short time windows.
Traditional training assumes that employees have hours of uninterrupted time available – in reality, they do not. Learning in the flow of work acknowledges and adapts to this constraint.
In practice, this means:
- designing all content to be completed within 3–5 minutes
- breaking down longer training (e.g. 30–60 minute modules) into smaller learning units that can be embedded into the workflow
- structuring learning platforms so that relevant support is accessible within one or two clicks, without requiring separate logins or time-consuming searches.
How to Start Implementing Learning in the Flow of Work?
Challenges and Considerations
‘We Are Too Busy for This’
Introducing learning in the flow of work does require upfront planning, but in the long term it saves time compared to traditional training programmes.
‘Our Systems Do Not Communicate with Each Other’
In some organisations, systems are fragmented and difficult to integrate, but this can be addressed with platforms designed for integration (e.g., e-learning systems).
‘Leaders Are Concerned About a Drop in Productivity’
There may be concerns that even four-minute learning moments slow down work, but research shows that long-term gains significantly outweigh any short-term decline.
‘How Do We Know It Works?’
Traditional training is also difficult to measure, but learning in the flow of work performs better in this regard: it allows real-time tracking of skill application and performance improvements.
How Should You Start Implementation?
Step 1: Assess Current Workflows
- Where do employees get stuck?
- Which tasks generate the most errors?
- Where do they most frequently ask for help?
Step 2: Start Small
Do not try to change everything at once. Select a single workflow (e.g. onboarding new employees or a frequently used software process). Create 2–3 bite-sized learning elements for this workflow. Start with the easiest to implement and test with a small group first.
- one simple step-by-step video (max. 3–5 minutes)
- one checklist or process map (PDF or intranet article)
- one mini scenario or interactive example, particularly for customer communication
Do not aim for perfection initially – it is more important to launch quickly and iterate based on feedback.
Step 3: Embed into the Work Environment
Some simple approaches:
- link the video and checklist to relevant interfaces (e.g. explaining a CRM field)
- pin the links in Teams or Slack channels
- create a ‘Help, I’m stuck!’ button that always leads to a central support page
Step 4: Measure and Ask Questions
- How long does the task take now compared to before?
- Are fewer people asking for help?
- Are errors decreasing?
- Do employees feel more confident?
Is Learning in the Flow of Work the Future?
The L&D landscape is moving towards a model where learning and work become practically inseparable. AI systems will increasingly identify skill gaps in real time and automatically recommend learning opportunities within the workflow. It will also become easier to measure how these interventions contribute to specific business outcomes.
Organisations that start building capabilities in this area now will gain a competitive advantage: they will respond more quickly to market changes and become more attractive to talent with a strong motivation to learn.
If you are reading this as a leader, HR/L&D professional, or organisational decision-maker, it is worth approaching Learning in the Flow of Work as a shift in mindset. The objective is not for learners to complete more courses, but to enable them to get things right more often on the first attempt, make more confident decisions, and experience less burnout in the process.
If you take away just one idea, let it be this: fewer long training sessions, more short, well-timed, context-embedded support – delivered where the work actually happens. That is the essence of learning in the flow of work.
Frequently Asked Questions About Learning in the Flow of Work
What Is the Difference Between Traditional Training and Learning in the Flow of Work?
Traditional training is a separate event: employees pause their work, attend a training session or course, and then return to their tasks, hoping they will remember everything. In contrast, learning in the flow of work is continuous and contextual: short, focused content appears exactly where and when it is needed. This removes the need to interrupt work and allows for immediate application of knowledge.
What Is Microlearning and How Does It Relate to Learning in the Flow of Work?
Microlearning refers to short learning content, typically lasting 2–10 minutes, such as videos, quizzes, one-page guides, or interactive tasks. Learning in the flow of work and microlearning go hand in hand: the short format fits into the limited time available during the working day. According to Josh Bersin’s research, employees have on average just four minutes per day for learning during work – making microlearning an ideal approach.
How Can Learning in the Flow of Work Be Implemented in Practice?
It can be implemented in several ways. Common approaches include short videos, tooltips, or help buttons integrated into existing software (CRM systems, project management tools, communication platforms); job aids and process maps accessible at the click of a button; regular, short peer learning sessions where teams share recent experiences; and AI-based systems that automatically recommend learning content when they detect that support may be needed.
Is Learning in the Flow of Work Only Accessible to Large Organisations?
No – this is one of its key advantages. Learning in the flow of work is also accessible and feasible for smaller organisations. It does not require expensive technological development to get started: a one-page job aid, a short internal video, or a weekly ‘what did we learn?’ team discussion can all form part of this approach. The first step is always to identify a specific workflow where the most errors or support requests occur.
Do You Need Support?
If you would like to make your organisational learning more effective and introduce learning in the flow of work, but are unsure where to start, get in touch with us – we will help you identify the most suitable solutions. If your available resources are limited, it is especially worth reaching out, as expert support can save significant time and cost.
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